Job Summary: The Administrative Assistant provides confidential support and assistance to senior level staff and is a shared position with the Board of Directors. The Administrative Assistant will perform a variety of specialized, complex, logistical, and diverse administrative and organizational duties to ensure effective processes and completed projects.
Duties and Responsibilities:
- Provides liaison and administrative support for designated executive team members, such as the Chief Executive Officer (CEO), and others as designated; as well as the Board of Directors, and others as appropriate and approved;
- Perform administrative functions, such as complete and file paperwork, coordinate meetings, schedule appointments, edit and assist in preparing designated proposals and reports, and other confidential materials, including screening and welcoming visitors and answer phones;
- Coordinate travel logistics, reimbursement claims, purchasing requisitions and other administrative requirements for the CEO, and others as appropriate and approved;
- Responsible for coordinating key meetings, taking notes at designated meetings, and documenting action items, outcomes and follow-up as appropriate;
- Drafts and/or edits correspondence such as letters, memos, personal acknowledgements, routine reports, power point presentations and other materials based on verbal instructions or upon own initiative using word processing, spreadsheet, and desktop publishing software;
- Coordinate on and offsite meetings of the Board of Directors including committee meetings, as well as preparing meeting notice, agenda, minutes and meeting materials;
- Implements and maintains a system of filing and indexing for official records and actions of the Board of Directors, including assisting in updating Board Bylaws, Policy and Procedures and orientation packet for new Board members;
- Prepares and edits minutes, resolutions, board roster and annual calendar, special reports and other official correspondence by members of the Board of Directors using a variety of software applications;
- Enhance communication between senior staff, external partners and the Board of Directors;
- Attend trainings, and participate in special projects as appropriate and approved; and
- Other related duties as assigned.
- Requirements: Must have a high school diploma, and some college, 4-years of experience as an administrative assistant or a relevant field. Must have strong writing, clerical, computer, organizational and people skills. Experience working with nonprofit organizations and Boards is preferred. Must be able to work in a smoke free, drug free environment. Must be able to work after hours, especially evening meetings. Must also be able to attend and complete 40-Hour Domestic Violence Certification course. Some light to moderate transportation is required, thus car, driver licenses and car insurance are required.
Minimum Education Required